Records Management starts with having a Records database. Effective Records Management requires a database that is dedicated to the functions necessary to identify, track, control and manage file folder records. Establishing the Records Management database must address both Active and Inactive Records and a plan must be established for database population for the initial software roll-out and/or when adding Records in the future.
There are multiple options for establishing the Records Management database:
Information drives business and is critical to Customer Service. An organization's ability to quickly access file folder records directly impacts its productivity and profitability. Fundamental to effective Records Management is the ability for staff to "get the records they need, when they need them". SAM provides powerful software features and bar codes/radio frequency technologies to keep track of where all files are located, at all times. Keeping track of file movements and file locations translates to organizational efficiency and establishes the chain-of-custody required to meet compliance regulations. To make the best use of a file tracking system, you should consider implementing a high density shelving solutions for storing your files. Not only will the high density shelving system optimize the space utilization, but using color coded labels with either RFID or Bar Code tracking incorporated, users will have a system that will be easy to use and provide double the amount of storage in the same amount of space today and well into the future.
One of the biggest risks to an organization is the risk of litigation, and it is essential to systematically archive and destroy records according to legally approved retention policies. It is critical that an organization not face litigation and be forced to 'discover' documents that legally could and should have been destroyed. This is particularly important when an organization's records include client documents. SAM automates retention life-cycle management by programmatically performing daily database queries and queuing the Records that have met approved policies for Archiving and Destruction of inactive Records.
In addition to the use of technologies like bar coding and RFID, effective Records Management should include an efficient color-coded filing system. A primary Record NAME or NUMBER should be color-coded so that centralized files form blocks of color that facilitate fast filing and misfile control. Color coding works by assigning a unique color to each alpha character A-Z and/or number 0-9. Records are then filed in alphabetic or numeric sequence, and patterns of color are formed.
The most space and labor efficient method for storing records is through the use of high density (library style) shelving. Open-Shelf file shelving uses vertical height and avoids wasted space for drawers to enable more files to be stored in less space. Additionally, high density filing systems can be placed on movable, high density mobile shelving systems to further condense the storage of files. This is a great example of how a small filing space can be doubled by using high density shelving systems.